Job Description
Recording Specialist Location Aspen, CO :
Job Summary Works under limited supervision performs all recording and land use records management functions by operating specialized recording databases, including recording, indexing and proper preservation of permanent public documents. Issues marriage licenses according to State statute. Understands the common legal documents submitted for recording and applies the appropriate processes with a high degree of accuracy. Job Responsibilities - Collects, tracks and reconciles appropriate recording and documentary tax fees according to Colorado statutory requirements and reports distributions as mandated.
- Maintains and ensures quality control of indexing and document images in the Pitkin Countyhistorical land use records back to 1881 under strict statutory guidelines, including allconveyances, liens, mining claims and monument record files, plat maps, as well as marriagelicenses and provides for their availability to the public.
- Utilizes a complex specialized database to evaluate, review, analyze, and process legal and non-legal documents associated with customer service transactions; accepts or rejects legal documentation in compliance with statutory required information; and proofs scanned images to ensure accuracy.
- Indexes document information in recording software systems according to state statute and Pitkin County standards to create an accurate and clear permanent record.
- Assists, educates, and instructs the public regarding recording procedures and functions; answers questions regarding recording functions, website search functions, and “in-person” research room searches.
- Assists other departments, either under the purview of the Clerk and Recorder's Office or other county Departments including, but not limited to, Election Day support.
- Supports the relationship between Pitkin County government and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and County staff; maintains confidentiality of work-related issues and County information; performs other duties as required or assigned.
Minimum Qualifications, Knowledge and Skills This position follows a sequence: - Level I:
- Up to 1 year of customer service experience.
- High School Diploma or GED required, Bachelor's degree preferred.
- Experience with computer software programs.
- Some knowledge of real estate documents is preferred.
- Must possess a valid Colorado Driver's License and acceptable Motor Vehicle Record.
- Level II (in addition to Level I):
- 1-3 years experience in Recording or related fields (i.e.: real estate, title insurance, mortgage company.)
- Proficiency in indexing of legal documents and assisting customers.
- Level III (in addition to Level II):
- 3+ years experience in Recording or related fields (i.e.: real estate, title insurance mortgage company) or combination.
- Ability to decipher and index complex real estate and legal documents and assist lower level recording specialists.
- Has completed training with title company and public trustee (set up in house).
- Completed training and shows proficiency in Clerk & Recorder financial reconciliation.
- Basic proficiency in Motor Vehicle and Elections with capability to fill in when other departments are short staffed.
Knowledge Of: County policies and procedures.
State and federal laws and regulations governing work performed.
Record keeping and records management rules and standards.
Skill In: - Application of governing rules and regulations.
- Handling multiple tasks simultaneously, under pressure, and in emergency and stressful situations.
- Interacting with people of different social, economic, and ethnic backgrounds.
- Following and effectively communicating verbal and written instructions.
- Establishing and maintaining cooperative working relationships with co-workers and other regional agencies.
- Utilizing standard personal computer software programs and specialized State and County software.
- Communicating effectively verbally and in writing.
Physical Demands and Working Environment - Work is performed in a standard office environment.
The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The employer retains the right to change or assign other duties to this position.
Job Tags
Permanent employment, Full time, Work at office,